The CYMS Withdrawal Processing program typically is used when a household notifies you they are leaving your program, or when a child transitions from one Daycare Center to another (i.e. when a child goes from a Child Development Center to a School Age Center). When run, the program will set the enrollment status for all applicable children in the household to "Withdrawing," thus allowing you to fill the roster slots with other children as needed. In the event some or all of the enrollments are linked to installment bills, then the program will prorate the installment bill during which the Last Attendance Date falls and cancel all remaining bills for the program.
This program offers the following Process Options, and each is designed to save you processing time.
- Household - This option should be used when an entire family is withdrawing from your program. For Example: The Spruance family has orders to PCS from your garrison to another garrison.
- Family Member - This option should be used when a single family member in a household is withdrawing from your program. For Example: Due to a change in employment, the Halsey household no longer needs full day care for their two-year-old daughter. However, they wish to keep their six-year-old son in Before and After School Care.
- Section - This option should be used when all (or some) of the children enrolled in a program are withdrawing because they are moving to a new Center. For Example: All of the five-year-olds in your Preschool Program will be leaving the CDC and going into Before and After Kinder Care at the SAC on 28 August.
There is also an 'Undo' option, which allows you to reverse the process in the event a family doesn't withdraw from your program as planned or in the event an error was made when selecting the household, family member and/or section, thus setting the wrong children to 'Withdrawing' status.
Notes: This program can be run for activities that are linked to installment bills and for activities that are not.
In the event you have installment bills linked to some or all of your activities, then this program finds the first bill with a status of "Unbilled" before or equal to the Last Attendance Date and prorates it. It then cancels all remaining bills. For Example: "Today" is 20 July. The Last Attendance Date is 04 September. The system would find and prorate the bill for 01 September. The bills for 01 and 15 August would get billed as scheduled. All remaining bills starting with 15 September would get cancelled. In the event the first bill found has a status other than "Unbilled," (i.e. Unbilled Adjusted, Billed, etc.), then that bill is NOT prorated. All remaining bills after the prorated bill get cancelled, as outlined above.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
To Run the CYMS Withdrawal Processing program
- Determine your Process Option:
- Withdrawal - For all applicable children, this option sets the Enrollment Status on the children to "Withdrawing." If installment bills are linked to the activities, then this option also finds the first bill with a status of "Unbilled" before or equal to the Last Attendance Date and prorates it. It then cancels all remaining bills.
- Undo - For all applicable children, this option reverses the "Withdrawal." The "Undo" process sets the enrollment status on the children back to "Enrolled." In the event you have installment bills linked to your activities, this option also reverts all bills currently labeled as "Canceled -Withdrawal" and "Unbilled Adjusted" to "Unbilled" status. Lastly, it runs an installment bill recalc for the household(s) processed. When running in "Undo" mode, you will NOT have options for Last Attendance Date or Withdrawal Reason.
- Enter a Last Enrollment Date. If you have activities linked to installment bills, then the date you select cannot be in the current billing cycle. Rather, it must be in a future billing cycle in order for unbilled Installment Bills to be located and prorated. For Example: You bill on the 1st and 15th of each month. "Today" is 26 July. The Last Attendance Date you select must be on or after 01 August because the 15 July billing has already been run.
- Select your Withdrawal Reason.
- Select your Add Option and then make a selection in the field that appears. Refer to the definitions above.
- Click Add. Children who meet your search criteria will populate the DataGrid below.
- Repeat Steps 4 and 5 to add additional names to the DataGrid, if desired.
- The program allows you to mix and match Add options, so you can Add an entire Activity Section Roster, then Add an entire Household, and then Add a Family Member from a different Household - or any combination any number of times. Additionally you can change your Last Attendance Date and/or your Withdrawal Reason Code when Adding additional names.
- Review the DataGrid. If there are children in it who are not withdrawing, then highlight/select those records and click Remove Selected.
- Click Process when ready to run the CYMS Withdrawal Processing program. The Notification Center will alert you when the process completes.
- The CYMS Withdrawal Processing report is generated as a byproduct of this process.
- A child's enrollment status will remain as "Withdrawing" until the Last Attendance Date is reached. When that date is reached, and the CYMS Bulk Status Change Scheduled Event runs, then the child's enrollment status will be changed to "Withdrawn," and the child will no longer appear on room rosters.
Buttons on the screen…
Click Process to run the CYMS Withdrawal Processing program. The Notification Center will alert you when the process completes.
Highlight/select records in the DataGrid and click Remove Selected to remove those records from the DataGrid.
CYMSWithdrawalProcessing_Tab1
Process Option (CYMSWithdrawalProcessing_ProcessOption)
Select your Process Option:
- Withdrawal - For all applicable children, this option sets the Enrollment Status on the children to Withdrawing." If installment bills are linked to the activities then this option also finds the first bill with a status of "Unbilled" before or equal to the Last Attendance Date and prorates it. It then cancels all remaining bills.
- Undo - For all applicable children this option reverses the "Withdrawal." The "Undo" process sets the enrollment status on the children back to "Enrolled." In the event you have installment bills linked to your activities this option also reverts all bills currently labeled as "Canceled Withdrawal" and "Unbilledm Adjusted" to "Unbilled" status. Lastly it runs an installment bill recalc for the household(s) processed. When running in "Undo" mode you will NOT have options for Last Attendance Date or Withdrawal Reason.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Last Attendance Date (CYMSWithdrawalProcessing_LastAttendanceDate)
Enter a Last Attendance Date. This date represents the last day the child/children will be in your center. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you have activities linked to installment bills then the date you select cannot be in the current billing cycle. Rather it must be in a future billing cycle in order for unbilled Installment Bills to be located and prorated. For Example: You bill on the 1st and 15th of each month. "Today" is 26 July. The Last Attendance Date you select must be on or after 01 August because the 15 July billing has already been run.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Withdrawal Reason (CYMSWithdrawalProcessing_WithdrawalReason)
Select the Withdrawal Reason Code that most closely matches the reason this child is/these children are leaving your program.
Withdrawal Reason Codes are maintained in System Code Management. Type = Withdrawal Reason
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Add Option (CYMSWithdrawalProcessing_AddOption)
Expand the Drop-down list and select your Add Option.
THEN
Make a selection in the field that appears. The Add Option you select here determines which field appears.
THEN
Click Add to populate the DataGrid.
- Household - This option should be used when an entire family is withdrawing from your program. For Example: The Spruance family has orders to PCS from your garrison to another garrison. When you click Add any children in the Spruance household who are enrolled in a program/room will populate the DataGrid.
- Family Member - This option should be used when a single family member in a household is withdrawing from your program. For Example: Due to a change in employment, the Halsey household no longer needs full day care for their two-year-old daughter. However, they wish to keep their six-year-old son in Before and After School Care. When you click Add the Family Member you select will be added to the DataGrid. The Family Member must be enrolled in a program/room.
- Section - This option should be used when all (or some) of the children enrolled in a program are withdrawing because they are moving to a new Center. For Example: All of the five-year-olds in your Preschool Program will be leaving the CDC and going into Before and After Kinder Care at the SAC on 28 August. When you click Add, all children enrolled in the program/room will be transferred to the DataGrid. In the event some children are NOT leaving the program, then you would highlight/select those records and click Remove Selected.
Household (CYMSWithdrawalProcessing_HHPicklist)
This field is applicable only if your Add Option is "Household."
Select a Household.
THEN
Click Add. Any children in the selected household who are enrolled in a program/room will populate the DataGrid.
Repeat as needed to select additional Households.
DeleteActivity/Section (CYMSWithdrawalProcessing_ARPicklist)
This field is applicable only if your Add Option is "Section."
Click the Picklist icon to select an Activity Section (i.e. a Room).
THEN
Click Add. The DataGrid will be populated with all children currently enrolled in that room.
Repeat as needed to select additional Sections/Rooms.
DeleteFamily Member (CYMSWithdrawalProcessing_FMPicklist)
This field is applicable only if your Add Option is "Family Member."
Select a Family Member.
THEN
Click Add. The Family Member you select will be added to the DataGrid.
Repeat as needed to select additional Family Members.
DeleteRecords to Process (CYMSWithdrawalProcessing_DataGrid)
The Records to Process DataGrid screen lists all Family Members who meet your search criteria. Scroll up/down to view all the records. Scroll left/right to view the details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Delete